Tips for a great gallery

A lively gallery doesn’t happen by itself – but with a few deliberate moves you make sure your guests love contributing photos. This page is your best-practice hub: for every tip you get the exact route into the right admin area, the key fields and a link to the in-depth guide.

How to reach the admin portal

All of the areas below live in your event’s admin area.

Open your gallery and tap your profile menu in the top right.
Choose the entry for the admin area (or go straight to the /admin route). The detailed route is described under Reaching the admin area.
On the left you navigate through the sidebar. Overview and Checklist sit right at the top without a group heading, followed by three groups:
- Planning – your active tools as their own rows, and All Tools below them
- Gallery – Photos, Review & Reports, Albums, Tasks & Points, Full Download
- Event – Participants, Live Upload, Print Templates, Statistics, Settings
The sidebar: Overview and Checklist on top, then the “Planning”, “Gallery” and “Event” groups.

1. Start with an inviting look

First impressions count. Give your event a fitting cover image, a logo and colors that match the occasion – romantic for a wedding, playful for a birthday.

Open Settings and switch to the Appearance tab (formerly “Style”; the ?tab=style deep link still works). The tab is split into four groups, and each one states with a small pill how far it reaches:

Header – applies to every page: header variant plus cover image and logo.
Photo grid – the photo view only: layout, tile settings, default sorting and the Controls above the grid (quick sort bar, album quick select).
Basics – applies to every page: colors and fonts. The color picker only appears with the matching plan.
QR code – for printouts: the look of the QR code.

Check your look with the preview before you save at the bottom with Save Changes. Unsaved changes mark the tab with a red dot; if you navigate away, a dialog warns you.

Phone
Computer

The “Appearance” tab: cover image, logo and a color scheme that fits the occasion. ① Show Preview opens the gallery as a second column beside the settings on a computer and shows straight away what your unsaved changes do; on a phone it opens as a dialog. A second click hides it again — the button then reads Hide Preview. ② the jump field: type a setting and the page jumps to it – switching tabs if it has to, and highlighting the match there for a moment. ③ the toggle for the advanced sections: it folds them all open at once and your browser remembers the state – which is why it already reads Hide advanced options here instead of Show all advanced options.

Settings overview tiles with one sentence per area — Settings now open on the “Overview” instead of “General”. ① the tab row with every area – it is wider than the window and scrolls sideways; on a phone only three tabs fit at once, ② one card per area, each with a line about what it holds, ③ the bar that stays at the bottom: **Show Preview** opens the gallery with your changes, **Save Changes** (just **Save** on a phone) commits them.

→ Customizing the look

2. Enable the right features

Think about what suits your event: likes and comments for interaction, challenges and rewards for fun, the map for travel events, video uploads for moving moments.

Open Settings ▸ Gallery features. The toggles live in six collapsible sections: Interaction & Engagement, Downloads, Gallery Views, Media & Upload, Joining in & points and AI Processing. There you enable, among others, liking, comments, tasks, achievements, points, the leaderboard, map view, sharing single photos, single and bulk download, video upload and the activity feed. Only turn on what you really want – too many features quickly feel cluttered.

Settings Gallery features tab with feature toggles — The “Gallery features” tab: enable exactly what suits your event. ① the tab row, with **Gallery features** open, ② **Disable All** and **Enable All** flip every feature at once, ③ a group header with its counter **4 of 4 active** – one click folds the group open or shut; below it every feature has its own switch, ④ nothing takes effect until **Save Changes** at the bottom (**Save** on a phone).

→ Turning features on & off

3. Add energy with challenges & rewards

This area is the strongest lever for more photos. Reach it via the sidebar Gallery ▸ Tasks & Points (/admin/gallery/tasks-manager). At the top you’ll find three tabs: Tasks (your challenges), Achievements (badges and real rewards) and Points Configuration. Every tab is always visible; if the feature isn’t in your plan, it shows a premium overlay.

Tasks and Points area with the tabs, create button, tools and sorting highlighted — “Tasks & Points” ▸ “Tasks” tab: ① the three tabs, ② “Create Task” (a plus icon on phones), ③ Filter, Reorder, Import Presets and Print Tasks, ④ the sorting of the list.

Sidebar with the Tasks and Points entry unfolded — Unfolded: the three tabs plus “Real Rewards” and “Winners”. ① **Tasks & Points** in the sidebar. Once you are inside this area, the three tabs **Tasks**, **Achievements** and **Points Configuration** unfold below it, together with the follow-up pages **Real Rewards** and **Winners**. ② The same three tabs at the top of the page. They are always there; if your package does not include one of the features, that tab shows a package notice instead of the list. ③ **Create Achievement** – the button belongs to the **Achievements** tab; on the **Tasks** tab it reads **Create Task**.

3a. Create a challenge

In the Tasks tab click Create Task in the top right.
The Add Task dialog opens with its own inner tabs. In the General tab, describe the challenge in the Task field (e.g. “The best smile of the night”). For multilingual events pick the language at the top.
Optionally upload an image under Task Image or choose a template.
Under Auto-assign to Albums you decide that photos for this challenge automatically land in certain albums. If no suitable album exists yet, the dialog offers to create one with the task’s name in a single click.
Use Sort photos by and Order to set the default sorting of the task gallery (event default, upload date, capture date, likes, comments; newest or oldest first).
In the Points tab you grant points for the first solve and for repeats (only with the points feature active). In the Conditions tab you set availability conditions, toggling between Basic (time windows, dependencies on other tasks or albums) and Advanced (Max Points, Min Achievements and more – plan-dependent).
Save with Add (or Save when editing).

3b. Create an achievement

Switch to the Achievements tab and click Create Achievement.
In the Create New Achievement dialog fill in Basic Information: Achievement Name and Description are required (multilingual). If one is missing, a red warning appears.
Under Visual Identity give the achievement an image or badge.
Under Reward Type you optionally enable a Real-world Reward (e.g. a free drink): with a Reward Description and Reward Inventory (quantity). This section is plan-dependent.
Under Unlock Conditions you define how the achievement unlocks. If you leave the conditions empty, the dialog warns you: you’ll then have to grant the achievement manually via Participants.
Save with Create Achievement.

Achievements list in the Tasks and Points area — The “Achievements” tab: define achievements and real rewards.

3c. Configure points

In the Points Configuration tab you set up the points system. Best practice: start low and tie points to challenges and achievements – a lively leaderboard is hugely motivating.

Points Configuration tab with the point values per action — The “Points Configuration” tab: event-wide default points for uploads, tasks and likes.

You hand out real rewards later under Real Rewards (Redeeming rewards) using a code, and keep an eye on the stock there.

→ Creating challenges · Achievements & rewards · Redeeming rewards

4. Use albums to organize

Albums keep the gallery tidy. Via the sidebar Gallery ▸ Albums (/admin/gallery/album-manager) click Add Album. In the dialog of the same name you choose:

Album type – Manual (you sort yourself) or Smart (photos land automatically by rules; plan-dependent).
Title (required) and optionally a Description, multilingual.
For smart albums, the Auto-fill rules with criteria (including Person, From task, Minimum likes) and the Match switch between all and any.
Sort photos by / Order just like in the task dialog.
Cover image – Automatic, Upload or (for existing albums) From gallery; applied only when you save.

Save with Save.

Album manager with the list of albums — Album manager: manage manual and smart albums. ① the two header buttons **Reorder** and **Add Album**. The left one only exists while **Sort by** is set to **Manual Order** – with any other sorting it is gone; while it is active it reads **Done** and you drag the albums into the order you want. On a phone both buttons show icons only. ② the sorting row: the **Sort by** field, the two arrows for ascending and descending, and **Rows** per page – to the right on a computer, in the line below on a phone. ③ the three-dot menu of an album row with **Select**, **View Images**, **Edit** and **Delete**.

→ Managing albums

5. Use the guest tools for planning

Your gallery does more than photos: under Planning ▸ All Tools (/admin/tools) sit the eleven guest tools you use to plan and organise the whole event. As soon as a tool is active it also gets its own row in the Planning group – with a metric badge and unfoldable tabs. The dashboard has the Your Tools card for this, with the footer button “View all N tools”; on a phone there is an extra horizontal tool rail right below the dashboard header.

Overview of the guest tools with one tile per tool — “All Tools”: every tool can be enabled and made visible to guests individually. ① The **switch** in the top right turns the tool on or off right away – there is no save button. If a tool is not part of your package, an **Upgrade** chip sits there instead and a click takes you to the package overview. ② The line below says **where guests meet the tool**: **Home page** (a card on the event home page), **Guest menu** (an entry in the menu), **Direct link only** (reachable via link or QR code only), **Only for you** (a pure admin tool) and, if you set an end, **Until ‹date›**. ③ **Copy link** puts the guest address on your clipboard, **QR code** opens the tab with the printable code. That row only exists for tools that are switched on and have a guest page of their own. Clicking the tile itself opens the editor.

Dashboard card Your Tools with active tools and suggestions — The “Your Tools” dashboard card lists the active tools with their key figure first. ① The **header** with the **N active** counter – it is absent while no tool is running. ② **Six rows at most**: the active tools with their current figure first (budget, seats taken, programme items …), then – only if room is left – suggestions marked **off**. Clicking a row opens that tool. ③ **View all N tools** takes you to the tile overview under *All Tools*.

A sensible order looks like this:

Send the invitation. With Digital Invitation you build a designed invitation page and send a link instead of a card. → Digital invitation
Collect RSVPs. RSVP takes acceptances and cancellations, including plus-ones and your own questions. That way you know early how many guests to expect. → Collecting RSVPs
Keep menu and schedule up to date. The Menu shows courses and dishes with notes; the Schedule tells guests when what happens. Both stay current without reprinting anything. → Menu · Schedule
Build the seating plan. With the Seating Plan you place your guests at tables; every guest can look up their own seat later. → Seating plan
Prepare the thank you. After the party you thank everyone who was there with Thank You – right inside the gallery. → Thank you

→ Guest tools at a glance

6. Place QR codes where guests gather

Access has to be easy to find. Print your QR codes and put them where guests are anyway:

on the tables
at the bar
next to the buffet
at the entrance to welcome people

You design cards and posters via the sidebar Event ▸ Print Templates in the Design Studio. Access itself (link, codes, the default invitation code inside the QR) is configured under Settings ▸ Access.

Print templates page with the four QR controls highlighted — Print templates: ① embed the invitation code in the QR code, ② choose where the code leads, ③ download it directly, ④ switch to the tabs for cards, task and achievement prints.

→ QR cards & posters · Inviting guests

7. Use the photo wall as an eye-catcher

A live photo wall on a big screen next to the dance floor shows new photos in real time – hugely motivating, because everyone spots themselves right away.

Switching the photo wall on and fine-tuning it happen in the same place: Settings ▸ Photo Wall Settings. At the very top sits the Offer the photo wall toggle, below it the wall’s four areas: Look (mode, photo fit, colour, logo), Playback (display time, order, videos), Selection (which photos make it onto the wall at all) and Overlays (QR code, names, live moments).

Photo Wall Settings tab with the Offer the photo wall toggle and the four areas Look, Playback, Selection and Overlays — One toggle at the top, the wall's four areas below it.

→ Setting up the live photo wall

8. Get the first uploads rolling

An empty gallery invites no one. Via Gallery ▸ Photos (/admin/gallery) upload a few first photos yourself or ask close friends to start. Once the first pictures are visible, everyone else joins in too. For photo booths you can also use live upload, which pushes captures straight into the gallery.

Ready in half an hour — a wedding with 80 guests.

Settings ▸ Appearance: upload the cover image and logo in the Header group, set the color under Basics. Check the preview, then hit Save Changes at the bottom — only then does the red dot on the tab disappear.
Settings ▸ Gallery features: in the Interaction & Engagement section turn liking on and comments off; under Joining in & points enable tasks and points. Nothing more — map view and video upload stay off because they add nothing to this celebration.
Gallery ▸ Tasks & Points ▸ Create Task: add three challenges, e.g. “The best smile of the night”. For each one let Auto-assign to Albums create the album of the same name right away — the gallery then sorts itself later and you can almost skip tip 4.
Event ▸ Print Templates: one QR card for each of the ten tables plus a poster for the entrance.
Gallery ▸ Photos: upload ten pictures from the registry office so nobody stares at an empty gallery in the evening (tip 8).

What you deliberately leave out: achievements, the leaderboard and the photo wall only come once the three challenges are in place. Otherwise you spend the evening in the menus instead of with your guests.

For bigger events you don’t have to do it all alone. Give the Moderator or Admin role to people you trust who keep an eye on the gallery during the party. Invitation codes and the roles behind them now live in Settings ▸ Access – the former standalone “Manage Invitations” page redirects there, and there is no “advanced mode” any more: both modes are merged.

Settings Access tab with gallery protection and invitation codes — Settings ▸ “Access”: gallery protection, user permissions and the invitation codes below them. ① the tab row with **Access** open, ② **gallery protection** with three choices: **Password Protected** (guests need a code), **Completely Private (Advanced)** (only invitations you create yourself work, the default code is off) and **Open Access** (anyone with the link can view), ③ **Save Changes** at the bottom. Further down the page come the guests' default permissions and the **Invitation codes** card.

List of invitation codes with their roles — Every invitation code carries a role – that is how you hand out moderator and admin rights.

→ Roles & permissions

10. Keep an eye on moderation

With an open gallery it’s worth checking Gallery ▸ Review & Reports (/admin/moderation) regularly. This screen used to live outside the admin area – now it runs inside the admin frame, and the sidebar entry carries a badge with everything still waiting for a decision.

Open Review & Reports, especially when it’s busy. Four tabs: Media, Face Clusters (only with AI), Banned Users and Reports.
Approve waiting uploads or hide unsuitable photos – the latter go to the recycle bin and can be restored. The Review one by one button opens a full-screen mode where A approves, D rejects and Z undoes.
Check the Reports tab for what your guests reported.

Review and Reports page inside the admin area with its tabs — “Review & Reports” inside the admin area: approve, hide and review reports. ① the tab row **Media**, **Banned Users** and **Reports** – **Media** only appears when review is part of your plan or uploads are still queued; **Face Clusters** slots in between as soon as face recognition is part of the plan and switched on for the event, ② the status row **Pending**, **Unpublished** and **Published**, each with its count next to it, ③ **Review one by one** starts the run with keyboard shortcuts; while the current list is empty the button stays greyed out.

Anyone who repeatedly causes trouble can be restricted.

→ Moderation

11. Set privacy & language to fit

Since the rework this lives on two tabs:

Settings ▸ Access – access code, “invitation only”, completely private, the default role guests get and what guests are allowed to do.
Settings ▸ Moderation & Safety (formerly “Privacy & Moderation”, the ?tab=privacy deep link still works) – the approval requirement (photos only appear after your review), the NSFW filter and the switch for the review bar inside the gallery.

Settings Moderation and Safety tab — The “Moderation & Safety” tab: approval requirement and AI filter. ① **Photo Approval System** – the counter **1/1** says this tab asks exactly one question. ② the two answers: **Yes, review first** holds every photo back until you approve it; **No, show immediately** right below it (active here) puts it straight into the gallery. ③ the bar that stays at the bottom: **Show Preview** and **Save Changes** (just **Save** on a phone). Further down the same page come the **Show approval bar in the gallery** switch and the **AI Content Filter**.

If guests from different countries join in, set up several languages under Settings ▸ General.

Settings General tab with language settings — The “General” tab: several languages for international guests.

→ Moderation & safety · General settings

12. Crown the winners at the end

If points and the leaderboard were active, you need a clean cut-off – otherwise the order still shifts while you hand out the prizes. That is exactly what winner mode is for: you freeze the standing (Freeze now) so later uploads or deletions change nothing, and from then on guests see the final result instead of the live leaderboard.

The winners get a 6-digit code on their device. On the Winners page (sidebar Gallery ▸ Tasks & Points ▸ Winners) you enter it under Verify code and mark the prize as handed out. Winner mode is switched on under Settings ▸ Gallery features ▸ Joining in & points, in the Leaderboard card.

→ Leaderboard winners

13. Back everything up at the end

Once the event is over, the memories are too precious to lose. Via the sidebar Gallery ▸ Full Download (/admin/download) you download the whole gallery as a ZIP – ideally well before the storage period ends.

Download page for the ZIP backup with three controls highlighted — Full download: ① advanced options for folders, file names and filters, ② the status tiles of the gallery, ③ the instant ZIP download.

→ Backing up all photos